720-5297 Waiver Management System (WaMS) Modernization RFI

The Virginia Department of Behavioral Health and Developmental Services (DBHDS) is issuing a Request for Information (RFI 720-5297) to gather vendor insights on modernizing the Waiver Management System (WaMS), a platform serving over 40,000 members through 40 Community Services Boards and 4,000+ private Medicaid providers, with responses due October 9, 2026, at 5:00 p.m. EST. This is a market-research solicitation, not a formal procurement, and responding does not constitute a prerequisite for or commitment to any future solicitation.

DBHDS seeks comprehensive information on costs, procedures, and challenges associated with implementing a modernized WaMS that balances compliance, equity, and outcomes. Key functional areas include enrollment and eligibility management, service authorization and Individual Support Plan management, waiver wait-list and slot management, provider management, financial and claims integration, reporting and analytics, user access and security, and system administration. The modernized system must integrate with the DMAS Medicaid Enterprise System, Licensing system, Critical Incident Management System, HCBS Compliance Portal, HCBS Grievance System, and Enterprise Data Warehouse, and will be subject to CMS Medicaid Enterprise System certification under Streamlined Modular Certification.

The RFI addresses nine major topic areas: system capabilities, data management and integration, security and compliance, implementation approach, and post-implementation support. Responses must address deployment options including licensed, Software-as-a-Service (SaaS), managed service, or hybrid arrangements. DBHDS retains all data ownership; the modernized solution must remain Commonwealth property. Submissions are limited to 75 pages in Adobe PDF format and must be made electronically through eVA. Clarifying questions are due September 11, 2026, at 4:00 p.m. EST. Denise Jackson, Procurement Officer III, serves as the single point of contact at Denise.Jackson@dbhds.virginia.gov. Vendors should provide estimated costs; however, costs will not be evaluated in this information-gathering phase. Addendum #1, posted September 4, 2026, clarifies terminology and incorporates vendor questions and DBHDS responses. All prior proposals must be resubmitted to be considered. The commodity code is 20447 for Integrated Hardware–Software IT Solution, with delivery to DBHDS in Richmond, Virginia.